Secured Signing for Documents

Transcription

1 Signing Documents in the Cloud Moving Local Government Forward ALGIM 2011 Annual Conference Mike Eyal TME Consulting Ltd, MD

2 Current Signing Process Agenda Why Sign Documents Online? DS Solutions for Local Government Digital Signature Technology Signing in the Cloud Challenges, Solutions, and Benefits LG Implementation of DS Cloud Service (Case Study)

3 Current Document Signing Process 1. Create documents MS. Word or PDF 2. Receiving documents by 3. Print for signing 4. Post by mail or delivery Inefficient Costly process Time consuming Possible delays Manual signatories management No signing process control Storage space Non - Green business environment

4 Why Sign Documents Online Get signature in seconds Totally paperless Streamline processes Improve Documents Security Legally Binding, Signatures Audit Trail Costs Saving Efficiency Access 24/7

5 DS Solutions for Local Government Appliance on Premises Solution Multiple signers appliance that integrates with the Council s user management. Only authorised users get access to sign with a license transferability option available. In Australia: Townsville City Council, Marrickville Council,Bankstown City Council, Tweed Shire Council, Redland City Council, Warringah Council, and more. Cloud based Solution Software as a Service (SaaS) Compliant system that allows Councils and their business associates / residents/ uppliers/ Council s Staff to securely sign documents online. The Cloud environment eliminates the need to install any software, provides users withaccess from anywhere, anytime, and includes the unique ability to design thesigning process workflow.

6 The Technology Digital Signatures PKI based PKI provides each user with a pair of secured keys a Private Key and a Public Key, used in every signed transaction. The Private Key is used only by the signer to sign documents. The Public Key is used by those that need to validate the signer s digital signature. Security experts currently favour the cryptographic signature method known as Public Key Infrastructure (PKI) as the most secure and reliable method of signing contracts online. PKI uses an algorithm to encrypt online documents so that they will be accessible only to authorized parties. Source:

7 What is a Digital Signature? Transforms signatures into the digital realm Digital fingerprint of a document + Digital identity of a signer Digital signature is unique to both document & signer Digitally signed documents have legal effect and trust outside of the organization Document to Sign + + Digital Signature Signed Document

8 What Makes it Legal? In recent years, most countries worldwide have adopted legislation and regulations that recognise the legality of a digital signature. Many of them have an Electronic Transactions Act (ETA) in place. Both solutions are compliant with ESIGN and UETA (USA), Electronic Transactions Acts in New Zealand, Australia (wide), UK, South Africa, Canada (UECA), Europe EU VAT Directive, China, and many more. Secured Signing For Documents

9 How the Cloud Solution Meets ETA? Identifying the Signatory - The service creates a unique digital certificate to a user, an Invitee and a Witness. When these signatories registered, additional information is added to their signature Signature is linked to the signatory -Every signature is uniquely linked to the signatory and to the document by using signatory s Private Key. Creating the signature is under sole control of the signatory - Documents for signing send only to the person who s is intend to sign and no-one else will receive it. In order to sign, the signatory has to provide credentials to sign. Detecting Changes to the Document and to the Signatures -Signed documents are sealed with the signatory s trusted PKI digital signatures key, and the system can detect any changes that were made to the content of the document after it was first signed. Secured Signing For Documents

10 Legal Validity We are confident that the systems used by Secured Signing ensurethat the electronic signatures produced meet the legal requirements for a signature. In fact, the security and logging facility, in our view, provides better authenticity than many of the methods by which documents are now commonly signed and exchanged (e.g. and facsimile). So, unless there are specific laws dictating that a document can only be signed in a particular way (as far as we are aware, the only common law which does this relates to wills), any form of contract can be signed using the Secured Signing System. Rick Shera / Angela Beros, Partner / Solicitor,LOWNDES JORDAN, Barristers & Solicitors Secured Signing For Documents

11 Digital Signature Digital Signature Identifying the Signatory Signatory s intent Document integrity Secured Signing For Documents

12 LG Signing in the Cloud - Challenges and Solutions Change of Business Processes: Managers tasks and role of IT personnel, gives business-unit leaders and end users greater responsibility, changes business operations Document security: Each user provided with a unique signing key (Digital ID) that is accessible only to that user. The signed document is sealed and any changesmade will invalidate the signatures. The digital signatures engine stores the signing keys (Private Keys) in a centralised and secure hardware device Legality: Signatures are created under sole control of the signatory, identification of signatory provided, link between signature and signatory, change detectionfor document and signatures Keeping business workflow: signing and approval process embedded in workflow Signature verification: ability to verify signatures (including all signatories digital signature details) at their desktop offline, or at the free verification service. For long-time archiving, a user can keep the PDF document and verify it on his desktop or online anytime Trust Secured Signing For Documents

13 LG Implementation -DS Cloud Service Registered user add a document Sign document digitally Full Signature Initiate Signature Reason Multi Pages Signatures Send by or download

14 LG Implementation - DS Cloud Service (Cont.) Registered user add a document Digitally sign and/or invite people to sign Configure signatures workflow (optional) Sending invitations to 3 rd parties involved in the signing process. Invitee enables to invite Witness if required. Signatures process monitoring and audit trail

15 LG Implementation - DS Cloud Service (Cont.) Complete forms online in seconds Provides templates for repeat use Invite people to fill in details on the document and digitally sign Configure signing and form-filler workflow

16 LG Implementation - DS Cloud Service (Cont.) Invitation to sign travels with the Form Fill-in PDF Forms on your Desktop with PDF Reader Fill-in Online any website Form Click esign button to start signing process Secured Signing For Documents

17 LG Cloud Solution -Key Benefits Cloud based service: No software to install, access via browser and / or API s Provides branding and easy integration into existing systems Allows remote signing from anywhere, anytime Secured Digital Signatures PKI User based technology, User certificate Legally binding Signature process workflow built-in: audit trail, reminders, status updates Signatures Verification for long term archiving, online or on your desktop Reduces costs Saves time Improves efficiency Boosts productivity Free service for invitees and witnesses Improves staff, suppliers, and residents satisfaction Promotes a green environment

18 Demo For product demos click on the image

19 Questions. hh Phone: